Assistant Director of Facilities

Urban Pathways; New York (NY); On-site; USD 90,000 - 120,000; Full time

Job summary

Urban Pathways is seeking an Assistant Director of Facilities to oversee a safe, clean, proactively maintained physical plant across its New York City portfolio. Reporting to the Corporate Facilities Director, you will coordinate maintenance, compliance, space planning, and vendor oversight.

The role requires coordinating fleet operations, assisting with budgets and grants, and ensuring facilities meet regulatory standards.

Qualifications

• Associate’s degree or equivalent training/education.
• Minimum of 3 years’ experience in maintenance and/or construction.
• Strong knowledge of office/facility maintenance best practices.
• Experience in facilities planning and fleet management preferred.
• Familiarity with NYC Department of Buildings, Fire Department, and environmental regulations.

Responsibilities

• Assist in daily building operations management and vendor coordination across all sites.
• Develop and implement a preventive maintenance program for HVAC, cleaning, painting, plumbing, electrical, and general upkeep.
• Support compliance with City, State, and regulatory mandates to maintain safe work environments.
• Manage Urban Pathways’ fleet operations including maintenance scheduling and registration compliance.
• Participate in budget material preparation for annual processes and grants/contracts.
• Assist with space planning and relocations to meet programmatic and admin needs.

Skills

Microsoft Office

Excel

Word

Team collaboration

Interpersonal communication

Problem solving

Budget management

Education

Associate’s degree

Equivalent combination of training and education

Tools

Facilities Management software

Job description

The salary range is based on several factors, including, but not limited to, overall experience, relevant experience, education level, certifications, applicable skills, and expertise.

About Urban Pathways

Since 1975, Urban Pathways has engaged New York City’s most vulnerable residents, people on the streets or in areas unfit for human habitation, “lighting the path home, one person at a time.” Urban Pathways is a catalyst for transformative change in the lives of unhoused adults, empowering them to discover their inherent strengths and abilities. We provide essential support and foster an environment where individuals can redefine their narratives and become their best selves.

Job Summary

The Assistant Director of Facilities, reporting to the Corporate Facilities Director ensures a safe, clean, and proactively maintained physical plant across Urban Pathways’ portfolio. This position reports directly to the Corporate Facilities Director and provides key support in the daily operations of all facilities, including maintenance coordination, regulatory compliance, space management, and vendor oversight. The Assistant Director of Facilities also assists Program Directors and the Director of Operations in avoiding code violations and fines by ensuring facility compliance and supporting timely resolution of potential issues. Additionally, the position is responsible for overseeing and managing fleet operations for the organization. The Facilities Manager will be an active listener, critical and strategic thinker and respond by exhibiting cross‑cultural awareness with the ability to promote and contribute to an equitable and inclusive anti‑racist organizational culture and environment.

Key Responsibilities & Essential Functions

Program/Facilities

• Assists the Corporate Facilities Director in the daily management of building operations, maintenance scheduling, and vendor coordination across all sites.
• Develops and implements a preventive maintenance program covering HVAC, cleaning, painting, plumbing, electrical, and general facility upkeep.
• Supports compliance with all City, State, and regulatory agency mandates to maintain safe and healthy work environments.
• Works closely with Program Directors and the Director of Operations to help prevent facility‑related violations and fines through routine inspections, timely interventions, and adherence to compliance standards.
• Manages Urban Pathways’ fleet operations, including vehicle maintenance scheduling, inspection coordination, registration compliance, and recordkeeping.
• Participate in the preparation of budget materials for the annual budget process and for grants/contracts.
• Assists with space planning and reconfiguration to meet programmatic and administrative needs, including support for office relocations and grant‑related expansions.
• Reviews plans and specifications for the installation of major systems; prepares schedules for capital projects and improvements.
• Undertakes special projects and other duties assigned by the Corporate Facilities Director.

Administrative

• Provides support with monitoring facility operations and e nsures compliance with Urban Pathway’s policies and procedures.
• Assists with ensuring internal and external reports are accurate, timely and meet required standards.
• Develop tracking tools and systems to monitor facility‑related compliance.
• Assists in the development of proposals and/or contracts with funding or potential funding sources on facility‑related matters.
• Develops and maintains strong partnerships with community providers, collaborating closely with the Corporate Director of Facilities to ensure positive and effective relationships.
• Establish relationships with vendors and reviews merchandise quality.

Community Relations

• Establishes and promotes relationships with internally and with community organizations and groups, funding and regulatory agencies.
• When needed, represents Urban Pathways at governmental, private, community and agency meetings as designated by the Corporate Facilities Director.

Communication

• Maintains professional communication both verbally and in writing at all times.
• Facilitates/attends staff meetings, training, and supervisory sessions, as required.
• Attend property management meetings, regulatory property inspections, and management review, as required.
• Responds to all communications including telephone, email and other oral and written inquiries in a timely manner.

Required

Performs all other duties as assigned and as required.

Qualifications, Education and Experience

• Associate’s degree. Candidates with the equivalent combination of training and education will be considered.
• Minimum of 3 years’ experience in areas of maintenance and/or construction, ideally in a residential or shelter setting.
• Candidates with the equivalent combination of training and education will be considered.
• Strong knowledge of office/facility maintenance best practices.
• Experience in facilities planning and fleet management preferred.
• Familiarity with NYC Department of Buildings, Fire Department, and environmental regulations.

Skills & Competencies

• Proficient computer skills, including Microsoft Office, Excel and Word.
• Experience using Facilities Management software a plus.
• Effectively sets and prioritizes goals as well as specific work activities.
• Strong ability to work collaboratively in team settings.
• Skilled in interpersonal communication and capable of solving problems independently.
• Must identify and resolve problems in a timely manner and work well in group problem solving situations.
• The ability to handle multiple priorities and work independently in a fast‑paced environment.
• High level of accountability, reliability, and responsiveness.
• Strong budget management abilities with a keen understanding of fiscal matters.

Attributes

• Demonstrated commitment to the mission and values of the organization.
• Ability to adapt to changing needs, priorities, and unexpected challenges.
• Ability to work effectively with other departments, such as program staff, to meet the needs of the clients and ensure a high standard of service delivery.
• Ability to assist with developing long‑term maintenance and improvement plans that align with the organization’s goals and ensure the sustainability of the facilities.

Licenses

• A valid driver's license is required, with an acceptable driving record that complies with our insurance policy standards.

Capabilities

• Required to work a flexible schedule including weekends, holidays, and evenings.
• Ability to sit, stand, walk, bend, stoop, push, pull, lift (up to 25 lbs.).
• Desire to perform the essential functions of this job.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Comfortable with using public transportation to travel to and from various programs sites